---
title: "RoomRunner Checklist"
slug: "roomrunner-checklist"
updated: 2026-06-29T21:36:56Z
published: 2026-06-29T21:36:56Z
canonical: "www.procaresupport.com/roomrunner-checklist"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# RoomRunner Checklist

Complete the tasks below before setting up RoomRunner. Each item links to a Procare support article for step-by-step guidance.

---

[Prefer to download the checklist as a PDF? Click here.](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/RoomRunner%20Checklist.pdf)

![1.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/1.png)

| ### Confirm Access and Permissions | ### Why This Matters |
| --- | --- |
| **Confirm you are on Procare Online (not Procare Desktop with Engagement Functionality)** | **RoomRunner** is exclusively available in Procare Online. Procare Desktop + Engagement customers must contact Customer Success if they are interested in exploring Procare Online. |
| **Ensure your staff account has Full Access or View Access to the RoomRunner permission** | **RoomRunner** is a permission-controlled feature. Staff without the correct role setting will not be able to navigate to **My School > RoomRunner**. [Learn more about Managing Staff Access](https://www.procaresupport.com/procare-online/docs/managing-staff-access-roles-permissions). |
| **Register for the RoomRunner live webinar for a guided walkthrough** | Procare offers free live training on **RoomRunner**. Attending before your first setup session reduces errors and helps your team get the most out of AI suggestions. \| ![trngcldr.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/trngcldr.png) \| #### [**Training Calendar**]( https://www.procaresupport.com/procare-online/docs/training-calendar#enrollment-with-confidence-master-roomrunner-for-aipowered-planning) \| \| --- \| --- \| |
| ![trngcldr.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/trngcldr.png) | #### [**Training Calendar**]( https://www.procaresupport.com/procare-online/docs/training-calendar#enrollment-with-confidence-master-roomrunner-for-aipowered-planning) |

![2.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/2.png)

| ### Understand Your Room Setup | ### Why This Matters |
| --- | --- |
| **Know what rooms your center has configured in Procare Online** | **RoomRunner's** dashboard is built around your existing rooms. Later, you can decide which rooms to include or exclude from **RoomRunner**. [Add, Edit or Deactivate Rooms](https://www.procaresupport.com/procare-online/docs/add-edit-or-deactivate-rooms-web) |
| **Review the capacity of every room you want included in RoomRunner** | Without an accurate capacity for each room, **RoomRunner** cannot correctly calculate openings or determine whether rooms are full. Capacity is set on each room’s profile by navigating to **My School > Rooms**. [Add, Edit or Deactivate Rooms](https://www.procaresupport.com/procare-online/docs/add-edit-or-deactivate-rooms-web) |
| **Review the age range of every room you want included in RoomRunner** | Accurate age ranges are required for **RoomRunner** to match waitlisted children to the right room and to surface age-up transition suggestions. Rooms can have overlapping age ranges. [Add, Edit or Deactivate Rooms](https://www.procaresupport.com/procare-online/docs/add-edit-or-deactivate-rooms-web) |

![3.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/3.png)

| ### Understand Student Profiles | ### Why This Matters |
| --- | --- |
| **Know how to navigate student profiles** | **RoomRunner** pulls data directly from student profiles. [Edit or View Student Profiles](/procare-online/docs/edit-student-profile) |
| **Ensure every active student has an accurate date of birth on their profile** | Birth dates power every age-based calculation in **RoomRunner** — room matching, 'Ready to Transition' signals, and AI suggestions all depend on accurate dates of birth. [Students and Family Reportss](/procare-online/docs/management-reports#students-and-family-reports) [Edit or View Student Profiles](/procare-online/docs/edit-student-profile) |
| **Ensure every active student is assigned to the correct primary room** | Primary room assignment determines which Room Card a student appears on. Misassigned students will make occupancy numbers inaccurate. [Assigning Default Room to Students](https://www.procaresupport.com/procare-online/docs/assigning-default-rooms-to-students) [Edit or View Student Profiles](/procare-online/docs/edit-student-profile) |
| **Ensure every active student has an accurate schedule (full-time, part-time days AM/PM)** | **RoomRunner** uses FTE-based seat math. A part-time student mistakenly listed as full-time will show fewer available spots than you actually have. [Edit or View Student Profiles](/procare-online/docs/edit-student-profile) |
| **Learn what each enrollment status means: Active, On Hold, Inactive, and Graduate** | **RoomRunner** only surfaces **Active** students in the room cards. **On Hold** students appear in a separate window. Understanding statuses prevents confusion when students appear missing or misplaced. [Student Enrollment Status](https://www.procaresupport.com/procare-online/docs/student-enrollment-status) [Edit or View Student Profiles](/procare-online/docs/edit-student-profile) |

![4.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/4.png)

| ### Understand the Leads/Enrollment Pipeline | ### Why This Matters |
| --- | --- |
| **Know what a lead is and how leads can be added to Procare Online** | **RoomRunner's** waitlist section draws from your leads pipeline, not your active student roster. **Leads** are prospective families managed in the **Enrollment** section. You can manually add lead profiles, or families can register through a registration form. [Managing Lead Profiles](https://www.procaresupport.com/procare-online/docs/managing-lead-profiles) [Creating an Online Registration Form](/procare-online/docs/multiple-registration-forms) |
| **Understand what Lead Statuses are and how to customize them** | During **RoomRunner** setup you select which **Lead Statuses** count as your **RoomRunner Waitlist**. Only families in those statuses appear in the **RoomRunner Waitlist** window and AI recommendations. In the **Leads** section, you can customize your **Lead Statuses**. [Lead Status for New Families](https://www.procaresupport.com/procare-online/docs/lead-status-for-new-families) |
| **Ensure lead students (waitlisted families) have a date of birth and a schedule assigned** | The **AI Enrollment Agent** evaluates age eligibility and schedule compatibility for waitlist matches. Missing Date of Birth (DOB) on a lead profile means they won't be suggested for placement. [Edit Lead Details](/procare-online/docs/managing-lead-profiles#edit-lead-details) |

The window in RoomRunner that displays the occupancy details. ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Glossary/rmcrd.png)

(FTE) Full-Time Equivalency = measures seat utilization, or how much of your room capacity is being used, based on enrolled schedules rather than headcount alone.